e2Hillsborough Secure Login

This is where you will enter your e2Hillsborough Username and Password, They will be emailed to your work email account. You will receive two emails, one with the link and one with the one-time password which will need to be reset.

To search for an existing client you enter 3FN, 3LN and either DOB or SS#. Press search. Then click View/Edit and client will come up.

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Client Search

You can also look up by e2ID or Agency ID.

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Client Intake

To create a New Client go to the Create New Client Tab and enter all Information on that client and click “Check for Existing Clients”. System will look for all potential duplicates and the results will be displayed.

In this case, no existing clients were found, so you may proceed with clicking the “Create New Client” button. The client will be successfully created and this screen will show appear.

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Intake Information

Intake Information tab is where you enter client demographic information listed above as well as entering (future upload) documents in Document Tracker. Required items are:

Client Consent NOE/Recert. Form (can’t enter >30 days before current expiration) & Income Verification ID Verification, Residency Verification SS# Verification (not required for Undocumented & 90 day waiver for Newborns) HIV Verification (not required on Indeterminate/Pediatric until 2nd birthday) Notice of Ineligibility, Consent Revoke (only required if over Income or they Revoke

Consent)

When you pull up an existing client the left side of the screen is static and will give you their basic information and will tell you NOE & TPA Eligibility Dates and Plan. If Ineligible, click on the word “Ineligible” to see the reason(s) why the client is not currently eligible.

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Document Tracker

On the Client Information tab, you need to enter various applicable forms under New Entry/Document Tracker.

Once Document Tracker has all appropriate documents entered (and other tabs completed) the NOE & TPA dates will appear. It takes a few minutes and you may need to click to another tab to refresh and show dates. They appear as follows:

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Client Basic Info

In order to make this client eligible again all missing fields above will need to be entered.

Progress Notes will be renamed. Enter items here such as: Hearing impared, needs translator, etc. Do not include and PHI in it.

Other items with a red* are required for RSR or other purposes. After you complete the Intake Information tab you move across to the other tabs until complete.

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Eligibility HistoryClick on the word “History” in the Client Basic Info section. The system will display Eligibility History for the clients, including all the migrated clients from legacy system.

CAREWarePID and CAREWareEligiblityID column will have a value if the client is migrated. For clients created in e2Hillsborough, these columns will be blank.

Client Demographics

You then begin completing each of the tabs across the top of the screen. All clients currently in CareWare will be migrated into e2Hillsborough.

Below is the Demographics tab, I have clicked every possible selection so you can see all the additional questions that may be asked. Complete each question and click Save Changes.

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Client HIV StatusBelow is the HIV Status page. Newborn/Pediatric Indeterminate, is the only category that will not have a drop down for Diagnosis Year. If you select CDC defined AIDS, you will need to enter both the AIDS Diagnosis Year and HIV Diagnosis Year.

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This is what happens for a Pediatric client. Those two issues are skipped.

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Client Housing and Insurance For household income, you use the parent’s information. You MUST click the Calculate FPL to get the percentage calculated or updated. Anytime you change income amount you MUST click Calculate FPL.

Client Medical informationMedical tab is where you enter CD4 Count, Viral Load along, PC dates and PCP Prophylaxis Prescribed is under the General section. The initial section here is a summary of the Medical data entered with graphs.

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If you see this pop up, you have not clicked the Save button. Either “Save” the item or if you don’t wish to save then “Click the Leave” this page button.

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The items below are what are contained in the General section of the Medical tab.

Medical II tab contains the following data elements. (Next three slides)

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Client Service Entry

Services are entered under the Services tab. Click on the Date, a drop down of Services you are contracted for appear, select one, then the Subservice drop down will appear. Select the contract and then you will be able to enter the services. If you see the message in example below, you are over your contact limit or the client is ineligible or the client’s plan as of the service date was not included in the Contract you selected.

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Service Entry for Eligible ClientsAfter you enter the required information, you click add services. Then it will be recorded in the Service History.

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Easy Submit ReportAll services entered through the Services Screen will be automatically ‘pulled’ into the Easy Submit Report. The fiscal staff can then go to the Reports section, review all the Services entered and “submit” the services via Easy Submit.

You run the Easy Submit for a specific time period and contract. It will bring up services entered and to be submitted. If you want to submit ALL or specific claims by clicking the submit box. And click Pay/Submit Selected Services.

Click on claims to be submitted and hit the Pay/Submit Selected Services button.

You can edit the units directly in this report to adjust the $ you want to claim. Note, the edits made to the service here will edit the original service record in the ‘services’ screen as well.

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Once you hit the Pay/Submit Button, a screen will pop up and you can Export to Excel or PDF, you can also go back to the Easy Submit Report

Use this Excel/PDF to fill your CMS 1500 forms

Additional Filters in Easy Submit Report

If you want to view all the services you had previously submitted, pick ‘Only submitted services’ in this filter.

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Denied Claims

County will email you Transaction IDs of Denied Claims. Go to the Services screen and search for the Transaction ID. Re-submit the service if you’d like and the system will ‘pull’ the service back in the Easy Submit report.

OR

Just filter ‘only submitted services’ in the Easy Submit report for the date range you want and system will display the services.

Data Quality Report

This report can be used for Quality Management purposes. This report will identify all the possible duplicate client, duplicate service records entered in the sytem and missing client information.

If you want to “merge” two duplicates, contact County administrators.

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